Follow the steps in this article to easily import customers, projects, hours and/or employees! Piece of cake.
Where to find the import option
It is very easy to import customers, projects, hours and/or employees. Just follow the steps below and you'll be through it in no time. Where can the import function be found? You can find import in the general settings (accessible via the gear icon next to your username) in the main menu. Then click on the 'Import' item at the bottom of the left-hand sidebar. Below, you can read in 5 steps how to easily import all your data!
Step-by-Step Guide
Step 1: Create your list in Excel
Prepare your data in Excel, for example a list of clients. You can include column headers, but it’s not required. Adding them does make the import process easier.
Save the file as Comma Separated Values (.csv).
Note: TimeChimp has a limit of 250 rows per file. If you have more, split your data into multiple files with a maximum of 250 rows each.
Example import files are provided at the end of this article.
Step 2: Upload your file
Use the CSV import wizard to upload your file. Choose the type of data you want to import and click Start upload.
Step 3: Match columns
Match the columns in your file to the correct fields in TimeChimp.
For date fields, select the correct date format.
Time entries cannot exceed 24 hours and must use this format:
88.58or58:30.
Step 4: Start the import
Click Start import to begin the process. TimeChimp will start importing the data from your CSV file.
Step 5: Check the result
You’ll receive feedback on the status of your import. If successful, a confirmation will appear. If something went wrong, you’ll see an error message explaining what needs to be fixed. You can return to the previous step to adjust your file or field matching.
Tip: Make sure there are no empty rows in your CSV file. Need help? Contact support via the chat at the bottom right of your screen.
Example Import Files
Matching Logic
During import, data from your file is matched to the correct fields in TimeChimp.
Important: Matching rules vary depending on the type of data you're importing. If a field already exists, the data will be updated. If it doesn't exist, a new record will be created.
Matching is not case-sensitive.
Clients
Clients are matched using the Client Number field.
If you import existing clients without a client number, new clients will be created.
Projects
Projects are matched first by Project Code.
If no project code exists, TimeChimp will match by Project Name.
No match? A new project will be created.
Hours / Expenses
Entries are matched based on Client, Project, Activity, and Employee.
For importing hours, Client, Employee, and Activity are required.
If these do not exist yet, create them first.
TimeChimp applies the same required fields to imported hours as to regular registrations. Ensure your document includes values for all mandatory fields or adjust your system settings accordingly.
Employees
Employees are matched using their email address.
If an email already exists in your environment, the import will fail.
If the email doesn’t exist, a new employee will be created.
Good to Know
Here are some helpful tips when importing data:
When importing projects, all active employees and activities will be added to them by default.
Want all projects to include all employees? Then import employees before importing projects.
If not every employee should be added to every project, import projects first, then the employees.
Want to assign multiple labels (e.g. to a client or employee)? Use commas between labels in your file.
Imported employees won’t automatically receive an invitation. To activate their accounts, select the employees > go to Actions > Send invitation.
Received an error about invalid characters? Check the indicated row in your file and remove any special characters such as
",=,+,-,_,&, or symbols like®.